This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records that are 1) authorized for destruction in the LSU Retention and Disposal Schedule and 2) maintained in organized files.

RETENTION: Delete information in the database when no longer needed.

ALUMNI CARD FILE

This series contains alumni cards.

RETENTION: Retain in office while active, then destroy by

landfill.

ALUMNI QUESTIONNAIRES

This series contains questionnaires.

RETENTION: Retain in office while active, then destroy by

landfill.

ANNUAL REPORTS

This series contains photocopies of annual reports sent to Office of the Dean.

RETENTION: Retain in office while active, then destroy by recycling.

APPLICATION WORKSHEETS NOTEBOOK

This series contains worksheets.

RETENTION: Retain 1 year in office, then destroy by recycling.

ASSISTANT DIRECTOR WORKING FILES

This series contains worksheets, file notes, and file lists.

RETENTION: Retain in office while active, then destroy by

recycling.

BIBLIOGRAFIA DE TESIS DE GRADO DE EX-BECARIOS

This series contains catalogs received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

BOOK TITLE CARD FILE

This series contains title cards.

RETENTION: Retain in office while active, then destroy by

landfill.

BROCHURES

This series contains brochures received from off campus.

RETENTION: Retain in office while active, then destroy by landfill.

BUDGET WORKSHEET NOTEBOOKS

This series contains budget worksheets.

RETENTION: Retain 1 year in office, then destroy by recycling.

CAMPUS CORRESPONDENCE

This series contains campus correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding

then recycling.

CHECK REQUEST VOUCHERS NOTEBOOKS

This series contains photocopies of Check Request Vouchers

received from Office of Bursar Operations.

RETENTION: Retain 3 years in office, then destroy by recycling.

COMPANY CONTACTS FOR RECRUITMENT FILES

This series contains off-campus correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding

then landfill.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding

then landfill.

DEFERRED PAYMENTS FILES

This series contains campus and off-campus correspondence, NCR

copies of receipts, NCR copies of invoices sent to Business

Office, and Deferred Payments.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by shredding then landfill.

DEFERRED PAYMENT FORMS

This series contains deferred payment forms.

RETENTION: Retain in office 5 years after graduation term or term

of last attendance, then destroy by shredding then landfill.

DEPARTMENTAL ADMINISTRATIVE FILES, 1953-1984 (OBSOLETE)

This series includes but may not be limited to campus and off- campus correspondence, surveys, reports, file notes, procedural guidelines, carbon copies of requisitions sent to Accounting Services, campus near-print informational material, photocopies of Requests for Budget Adjustments sent to Budget and Planning, budget worksheets, photocopies of Internal Transactions sent to Accounting Services, photocopies of monthly ledger sheets received from Accounting Services, photocopies of Payroll Vouchers sent to Payroll, photocopies of TOEFL scores received from Measurement and Evaluation Center, NCR copies of Deferred Payments sent to Accounting Services, budget reports, photocopies of ledgers sent to Accounting Services, class schedules, and Records of Deposits.

RETENTION: Destroy by shredding then landfill.

DIRECTOR ADMINISTRATIVE FILES

This series contains campus and off-campus correspondence, off- campus near-print informational material, photocopies of budget reports sent to Business Office, NCR copies of Internal Transactions sent to Accounting Services, photocopies of invoices sent to Accounting Services, computer-generated Invoices Paid During the Period reports received from Accounting Services, photocopies of petty cash log sheets sent to Office of Bursar Operations, NCR copies of Purchase Orders sent to Purchasing, NCR copies of receiving reports received from Purchasing, photocopies of contracts sent off campus, photocopies of bids received from off campus, computer-generated Items Catalog received from Purchasing, NSF checks received from off campus, photocopies of check cancellations sent off campus, photocopies of Check Requests sent to Business Office, file lists, receipts received from LSU Union, file notes, and photocopies of Work Requests sent to Facility Services.

RETENTION: Accounting records: Retain 2 years in office, then 5 years in Records Center, then destroy by landfill. Bids and contracts: Retain in office 3 years after termination of contract, then destroy by shredding then landfill.

Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

EAST BATON ROUGE PARISH PUBLIC SCHOOL HANDBOOK

This series contains handbooks received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

ELOP AND CONTINUING EDUCATION POLICIES AND PROCEDURES NOTEBOOKS

This series contains policy statements received from Office of the Dean and procedural guidelines generated here and received from Office of the Dean.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Position Descriptions: Retain 2 years in office, then destroy by recycling. All other contents: Retain in office while active, then destroy by recycling.

ELOP STUDENT SURVEY SHEETS

This series contains survey sheets.

RETENTION: Retain in office while active, then destroy by

landfill.

EQUIPMENT FILES

This series contains code number lists, photocopies of Equipment Inventories received from Property Control, and equipment location sheets.

RETENTION: Equipment inventories: Retain 1 year in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by recycling.

EXPENDITURE OBJECT CODES NOTEBOOK

This series contains Expenditure Object Codes received from

Accounting Services.

RETENTION: Retain in office while active or until superseded,

then destroy by recycling.

EXPENDITURES NOTEBOOK

This series contains NCR copies of expenditures sent to Business

Office.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

FACULTY AND STAFF LEAVE FILES

This series contains computer-generated Personnel Activity Reports received from Human Resource Management, leave slips, and annual leave summaries received from Human Resource Management.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

FACULTY AND STAFF PERSONNEL FILES

This series contains NCR copies of Per-3 Personnel Status Changes sent to Human Resource Management, Extra Compensation forms, photocopies of evaluations sent to Human Resource Management, letters of reference received from off campus, resumes received from off campus, NCR copies of LSU-l Personnel Actions sent to Human Resource Management, photocopies of LSU-5 Attendance and Leave Records sent to Human Resource Management, NCR copies of Per-2 Personnel Appointments sent to Human Resource Management, Position Descriptions generated here and received from off campus, file notes, and file lists.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

FEE WORKSHEETS

This series contains worksheets.

RETENTION: Retain 1 year in office, then destroy by recycling.

FINANCIAL ADMINISTRATION FILES

This series contains campus and off-campus correspondence, off- campus near-print informational material, computer-generated Charts of Accounts received from Accounting Services, computer-generated Account Number Codes received from Accounting Services, computer-generated lists, and survey sheets.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Computer-generated reports:

Retain 3 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

FOREIGN STUDENTS LISTS

This series contains computer-generated Foreign Students lists received from International Student Office.

RETENTION: Retain in office until superseded, then destroy by recycling.

GENERAL BUDGET INFORMATION NOTEBOOKS

This series contains budget information.

RETENTION: Retain 3 years in office, then destroy by recycling.

GENERAL INFORMATION NOTEBOOKS

This series contains campus and off-campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

GOVERNMENT AFFAIRS BULLETINS NOTEBOOK

This series contains bulletins received from off campus.

RETENTION: Retain in office while active, then destroy by

landfill.

GRADE REPORTS NOTEBOOKS

This series contains NCR copies of Grade Reports received from

Student Records and Registration.

RETENTION: Retain in office 1 year after term distributed, then

destroy by shredding then landfill.

HIMES HALL SECURITY NOTEBOOK

This series contains campus correspondence and photocopies of LSU

Police reports sent to Office of the Director.

RETENTION: Retain 5 years in office, then destroy by shredding

then recycling.

IMMIGRATION FILES

This series contains campus and off-campus correspondence, off- campus near-print informational material, photocopies of Certificates of Eligibility sent off campus, file notes, file lists, and photocopies of Applications for Extension of Stay sent off campus.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

IMMIGRATION GUIDE NOTEBOOK

This series contains guidelines.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

IMMIGRATION REGULATIONS NOTEBOOK

This series contains regulations received from off campus.

RETENTION: Retain in office until superseded, then destroy by

landfill.

IMMIGRATION TRACKING FILES

This series contains photocopies of Notices Concerning Non-Immigrant Student received from off campus, future plans, and photocopies of Certificates of Eligibility sent off campus.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

INTERNAL TRANSACTIONS

This series contains photocopies of Internal Transactions sent to

Business Office.

RETENTION: Retain 3 years in office, then destroy by recycling.

INTERNAL TRANSACTIONS AND VOUCHERS NOTEBOOKS

This series contains photocopies of Internal Transactions sent to Accounting Services and photocopies of vouchers sent to Accounting Services.

RETENTION: Internal Transactions: Retain 3 years in office, then destroy by recycling. Vouchers: Retain 2 years in office, then 5 years in Records Center, then destroy by recycling.

INVOICES PAID DURING THE PERIOD NOTEBOOK

This series contains computer-generated Invoices Paid During the

Period received from Accounting Services.

RETENTION: Retain 3 years in office, then destroy by recycling.

ITALIAN PROSPECTIVE STUDENTS ADDRESSES

This series contains sheets with prospective students names and addresses.

RETENTION: Retain in office while active, then destroy by recycling.

LEDGERS NOTEBOOKS

This series contains photocopies of ledger sheets sent to Office of Bursar Operations.

RETENTION: Retain in office until superseded, then destroy by recycling.

LIST OF SIGNATURES FOR STUDENT BULLETIN

This series contains lists of signatures.

RETENTION: Retain in office while active, then destroy by

recycling.

MAILING LISTS NOTEBOOK

This series contains off-campus correspondence, off-campus near- print informational material, file lists, file notes, and envelopes received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

MASTER FORMS

This series contains master forms.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

landfill.

MASTER TESTS

This series contains master copies of tests.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

landfill.

NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus and off-campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

NEWSLETTERS NOTEBOOKS

This series contains newsletters received from campus offices.

RETENTION: Retain in office while active, then destroy by

landfill.

PAYROLL VOUCHERS NOTEBOOKS

This series contains photocopies of Payroll Vouchers sent to

Payroll.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by recycling.

PERSONNEL PROCEDURES MANUAL

This series contains a procedural manual received from Human

Resource Management.

RETENTION: Retain in office until superseded, then destroy by

recycling.

PHOTOGRAPH FILE

This series contains photographs and slides.

RETENTION: Retain in office while active, then transfer to

University Archives.

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains policy statements received from Office of the Chancellor and procedural guidelines received from campus offices.

RETENTION: Retain in office until superseded, then destroy by recycling.

PURCHASE ORDERS AND REQUISITIONS NOTEBOOKS

This series contains NCR copies of Purchase Orders sent to

Purchasing and NCR copies of requisitions sent to Purchasing.

RETENTION: Retain 3 years in office, then destroy by landfill.

RECEIPTS FOR DEPOSITS

This series contains receipts.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by landfill.

REGISTRATION INFORMATION NOTEBOOKS

This series contains registration information.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

RETENTION: Retain in office while active or until superseded, then destroy by shredding then landfill.

STATISTICS NOTEBOOK

This series contains statistical sheets.

RETENTION: Retain 3 years in office, then destroy by landfill.

STUDENT ASSISTANT INFORMATION FILES

This series contains all or some of the following: photocopies of campus correspondence, file lists, file notes, and campus and off-campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

STUDENT ASSISTANT WORKING FILES

This series contains photocopies of campus correspondence, photocopies of flight schedules received from off campus, file notes, photocopies of graduation programs, and file lists.

RETENTION: Retain in office while active, then destroy by recycling.

STUDENT ASSISTANTS PERSONNEL AND INFORMATION FILES

This series contains photocopies of Student Employment Processing forms sent to Payroll, applications, photocopies of Social Security cards received from students, file lists, campus correspondence, and campus near-print informational material.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

STUDENT ATTENDANCE RECORDS NOTEBOOKS

This series contains attendance record sheets.

RETENTION: Retain in office 1 year after term submitted, then

destroy by shredding then landfill.

STUDENT DIRECTORIES NOTEBOOKS

This series contains student directories.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

STUDENT FILES

This series contains campus correspondence, applications, photocopies of diplomas received from off campus, photocopies of transcripts received from off campus, photocopies of bank statements received from off campus, and photocopies of Affidavits of Support received from off campus.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

STUDENT IDENTIFICATION CARD FILE

This series contains student identification cards.

RETENTION: Retain in office while active, then destroy by

landfill.

STUDENT INFORMATION BULLETIN RECEIPT CARD FILE

This series contains receipt cards.

RETENTION: Retain in office while active, then destroy by

landfill.

STUDENT RECRUITMENT FILES

This series contains campus and off-campus correspondence, NCR copies of Purchase Orders sent to Purchasing, and photocopies of contracts sent to Office of the Dean.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by landfill.

STUDENT REFUND NOTEBOOK

This series contains photocopies of Student Refund forms sent to

Accounting Services.

RETENTION: Retain 2 years in office, then 5 years in Records

Center, then destroy by recycling.

TEACHER EVALUATIONS

This series contains teacher evaluations.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

TEXTBOOK EXAMINATION COPIES NOTEBOOK

This series contains textbook examinations.

RETENTION: Retain in office while active, then destroy by

landfill.

TEXTBOOK ORDERS FILES

This series contains book information request forms sent to LSU Union Bookstore, worksheets, campus correspondence, and file notes.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain 3 years in office, then destroy by recycling.

TIMESHEETS NOTEBOOKS

This series contains timesheets sent to Payroll.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

TRANSMITTALS

This series contains photocopies of transmittals sent to Business

Office.

RETENTION: Retain 3 years in office, then destroy by recycling.

TRAVEL FILES

This series contains campus and off-campus correspondence, photocopies of invoices sent to Accounting Services, photocopies of Travel Expense Vouchers sent to Accounting Services, NCR copies of Records of Agreement sent to Office of the Chancellor, and business cards received from off campus.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain 3 years in office, then destroy by recycling.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill: Logs: Retain 3 years in office, then destroy by recycling. All other contents: Retain in office while active or until superseded, then destroy by landfill.

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by that LSU Retention and Disposal Schedule.

RETENTION: a) When they are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.